Provision of a hosted electronic web-based performance management system with consulting support for phokwane local municipality

Technical/Specification enquiries: Ms T. Pule, Manager Strategic Services. Tel: (053) 474 9700. Email: [email protected].

Supply Chain enquiries: Mrs M Viljoen. Tel: (053) 474 9700.

Submission address: Tender box, ground floor, Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570.

Submit sealed bid in an envelope marked with Bid Name (PLM/TEPMS/1904 - 2026), Bid Number, and Bid Description to the tender box at Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570, by 12:00 on 12 June 2026. No faxed, e-mailed, or late submissions accepted.

MANDATORY DOCUMENTS (SECTION A – non-submission disqualifies):

• Signed Form of Offer and Acceptance.
• Completed Pricing Schedule in non-erasable black ink (no correction fluid/tape; alterations crossed out and initialed).
• Signed MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Point Claim Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination).
• Schedule 1A (Authority of Signatory) and Schedule 1B (Compulsory Enterprise Questionnaire).
• CSD Report with active MAAA number.
• Valid SARS Tax Compliance Status (TCS) PIN (electronically verified by Municipality).
• Municipal Rates & Taxes account (or signed lease/tribal authority letter if rural) not in arrears >3 months.
• Every page of the bid initialed by the authorized signatory.
• JV Agreement (if applicable) specifying profit, liability, and workshare.

SCORING DOCUMENTS (SECTION B – required for functionality/preference points):

• Professional registrations (SAQA/NQF or SARS Recognised Controlling Body).
• CVs of team members with EPMS experience (specifically at local-government level).
• Reference/appointment letters from previous municipal clients (on letterhead, with contactable references).
• Detailed Project Implementation Plan.
• Proposed Skills-Transfer Plan.
• B-BBEE Status Level Verification Certificate or sworn affidavit (non-submission = 0 preference points).

VERIFICATION DOCUMENTS (SECTION C – may be requested pre-award):

• Certified copies of ID documents of all directors/members/partners (<3 months old).
• CIPC Company/Close Corporation registration documents.
• Valid Letter of Good Standing from the Compensation Fund (COIDA).
• Bank-stamped letter or cancelled cheque for banking details confirmation.

Evaluation follows a two-stage process:

STAGE 1 – FUNCTIONALITY (100 points, minimum 80 required to proceed):

• Firm experience: 0-5 years = 2 points; 6-10 years = 5 points; >10 years = 10 points.
• Key personnel experience: CVs with evidence of SDBIP (15 pts), Organisational/Individual Performance Management (30 pts), Risk Management (40 pts).
• Previous experience: ≥5 municipalities with clean AG audits (0-4 refs = 5 pts; 5-6 refs = 15 pts; >6 refs = 30 pts).
• mSCOA compliance: Evidence of compliance with 7 mSCOA segments (10 pts).
• Skills transfer: Evidence of successful implementation in 5 Northern Cape municipalities (10 pts).

STAGE 2 – PRICE & PREFERENCE (80/20 system):

• Price: 80 points (lowest price scores highest).
• Preference: 20 points (50% for HDI empowerment: race, gender, disability; 50% for locality: local labour/enterprises in Phokwane Municipality).

Additional:

• Tenders remain valid for 90 days.
• Municipality reserves the right to reject any tender or accept the lowest bid.
• Compliance with MFMA, SCM Regulations, PPPFA, and Phokwane SCM Policy is mandatory.

Scope: 36-month contract for a hosted electronic web-based Performance Management System (PMS) with consulting support. Must comply with Local Government Municipal Staff Regulations (GN 890 & 891), mSCOA, POPIA, PAIA, and MFMA.

Key Deliverables:

• Organisational PMS: Hosted system for SDBIP management, financial integration, drafting/loading SDBIP, linking indicators to strategic objectives/risks/mSCOA segments, mid-year/quarterly reviews, data transfer, training, and reporting (progress, mitigation, user activity, backups).
• Individual PMS: Hosted system for senior management (performance agreements, reviews, panel support) and all staff (performance plans with 5-7 KPAs, SMART KPIs, competencies, PDPs, portfolios of evidence, self/line-manager evaluations, alerts, score calculations, time restrictions, skills module).
• Performance Moderation: Electronic facilitation of committees at organisational, departmental, and individual levels.
• Risk Management System: Hosted system for risk registers, action plans, SDBIP integration, mSCOA compliance, reporting, data transfer, setup, training.
• Compliance Management System: Hosted database for legal compliance, recording actions, reporting, data transfer, setup, training.
• Annual/Mid-Year Reports: Compilation, templates, validation, AG query support.
• Support: Helpdesk/email support (48hr response), user training, data security (SSL 256bit, daily backups, disaster recovery), ICT compliance (access controls, audit trails).

System Requirements:

• Browser-compatible (Windows 10 Edge/IE or other supported browsers).
• Multi-role user access (admin, manager, user).
• Customizable reports (PDF/Excel/onscreen).
• Audit trails, access controls (read/create/update/delete at user/group/role level).
• Data ownership remains with Municipality; handover at contract end.

Service Provider Requirements:

• 5+ years proven experience in municipal EPMS, SDBIP, risk/compliance management.
• Contactable references from ≥5 municipalities with clean AG audits.
• Skills transfer via on-the-job training to empower municipal staff.

Pricing: Firm prices only (VAT inclusive). All delivery costs included.

Pricing Schedule Requirements:

• Completed in non-erasable black ink; no correction fluid/tape. Alterations must be crossed out and initialed.
• Fixed prices for Year 1, 2, and 3 for:
• Systems/hardware: Initial setup cost + breakdown of all hardware (fixed capital cost).
• Electronic organisational PMS (SDBIP), individual PMS (senior/other staff), risk management, compliance management.
• User subscription fees (SDBIP/performance/risk/compliance).
• Data storage, audit queries, support, training.
• Ad-hoc services: Drafting/loading SDBIP, mid-year amendments, risk register loading, performance agreements (per senior manager), KPA/KPI development, performance plans, annual/mid-year reports.
• Travel: 840km, daily expenses, accommodation (specify rates).

Payment Terms:

• Contract period ends 30 June 2028.
• Bonds/guarantees may be required within 2 weeks of acceptance.
• Data remains Municipality property; handover at end of contract.

MANDATORY (SECTION A – non-submission = disqualification):

• CSD registration with active MAAA number.
• Valid SARS Tax Compliance Status (TCS) PIN (electronically verified).
• Municipal Rates & Taxes account (or lease/tribal authority letter) not in arrears >3 months.
• Signed MBD forms (1, 4, 6.1, 8, 9).
• Form of Offer and Acceptance.
• Pricing Schedule.
• Schedule 1A (Authority of Signatory) and Schedule 1B (Enterprise Questionnaire).
• JV Agreement (if applicable).
• Every page of the bid initialed by the authorized signatory.

SCORING (SECTION B – required for functionality/preference points):

• B-BBEE Status Level Verification Certificate or sworn affidavit (non-submission = 0 preference points).
• Professional registrations (SAQA/NQF or SARS Recognised Controlling Body).
• CVs of team members with EPMS/municipal experience.
• Reference letters from municipal clients.
• Project Implementation Plan.
• Skills-Transfer Plan.

VERIFICATION (SECTION C – may be requested pre-award):

• Certified ID copies of directors/members/partners (<3 months old).
• CIPC registration documents.
• COIDA Letter of Good Standing.
• Bank-stamped confirmation of banking details.

Additional Compliance:

• POPIA, PAIA, MFMA, mSCOA, Municipal Systems Act, Phokwane SCM Policy.